Agenda and draft minutes
Venue: Conference Room 1a, County Hall, Ruthin
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APOLOGIES |
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DECLARATION OF INTERESTS PDF 58 KB Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting. Minutes: None |
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URGENT MATTERS AS AGREED BY THE CHAIR Notice of items which, in the opinion of the Chair, should be considered at the meeting as a matter of urgency pursuant to Section 100B(4) of the Local Government Act, 1972. Minutes: No urgent matters had been raised. |
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MINUTES OF THE LAST MEETING PDF 172 KB To receive the minutes of the Standards Committee meeting held on 2 December 2016 (copy enclosed). Minutes: The minutes of Standards Committee held on 2 December 2016
were submitted. Matters Arising – Page 9 – Item 5 – North Wales Standards Forum - In response
to a question from the Chair regarding the date of the next forum was be held
in Denbighshire, the Monitoring Officer explained to the committee clarity of
dates was required with the availability of the Standards Committee Chair. The Chair raised a question in relation to the availability
of mediation training for Standards Committee Members, to which the Monitoring
Officer agreed to follow up and update members. (GW to action) The Monitoring Officer confirmed that guidance on Sanctions
produced by Adjudication Panel for Wales had been circulated to Members. Page 8 – Item 4 – Minutes – Independent Member Julia Hughes
raised a question in relation to attendance at meetings and a spreadsheet of
attendees produced. The Monitoring Officer distributed the list to the Members
for consideration. Page 9 – Item 5 –
North Wales Standards Forum – In response to a question from Independent Member
Julia Hughes regarding Publication of declarations of interest expressed at
City/ Town/ Community Council meetings, the Monitoring Officer explained that
it would be good practice for Declarations of Interest to be an agenda item at
such meetings. Any Declarations expressed should then be stored as a record but
it was not mandatory to be published to the internet. RESOLVED that the minutes of the meeting held on 2 December 2016 be received and approved as a correct record. |
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ACCESSIBILITY OF INFORMATION FROM CITY, TOWN AND COMMUNITY COUNCILS - ANNUAL REVIEW To receive a verbal report from Julia Hughes (Independent Member). Minutes: Independent Member Julia Hughes (JH) referred to the audit
report she had undertaken to access the accessibility of information from the
website of all 37 City/ Town/ Community Councils in Denbighshire compared to
the study undertaken in late 2015- early 2016. Areas examined and information
sought included – ·
availability of the previous minutes including
date ·
details of date, venue and time of next meeting ·
bilingual provisions ·
notes and additional details Members were reminded that the findings provided a snapshot
at the time, which could have changed. JH presented to the Committee an
overview report of the work undertaken across the 37 City/ Town/ Community
Councils and the main finding as follows - ·
many websites were in place but really out of
date ·
many websites were not bilingual ·
some websites were under development ·
many councils had standard agendas only, that
never changed ·
the Town Council websites generally were more
advanced ·
some sites were excellent examples for other
areas to use if they wanted to ·
many sites were not linked or did not have up to
date details on the Denbighshire website – www.moderngov.denbighshire.gov.uk
·
some sites were linked to www.politicsresources.net/area/uk/wa-councils/wa-council-ac.htm
(a Welsh Government site) but many were not ·
four councils had no electronic presence ·
many had no details of their councillors or how
to contact them ·
some councils had old websites that came up in
searches so you believed there was no up to date information ·
some sites were good with good templates but
some were out of date Consequently JH recommended the following, in her view, as
minimum requirements – ·
have a website ·
easy domain name that came up in searches
relatively easily ·
link to Denbighshire modern government website www.moderngov.denbighshire.gov.uk ·
the link on the Denbighshire County Council
website to the City, Town or Community Council website should be the correct
one and not to an old site ·
link to Welsh Government website www.politicsresources.net/area/uk/wa-councils/wa-council-ac.htm ·
any links on www.politicsresources.net/area/uk/wa-councils/wa-council-dl.htm
needed to be the correct ones ·
bilingual site essential ·
name of clerk with picture and contact details
including email address and phone number ·
names of all councillors with their pictures and
contact details including email addresses and phone numbers ·
dates of meetings, venues, time ·
agendas ·
previous minutes ·
details of the areas that the council covered
with map if possible ·
how people could be involved – being a councillor,
attending meetings Optional additional recommendations – ·
electronic enquiry form ·
history of the area ·
events in the area ·
links to other local groups’ websites ·
use of social media to engage wider audiences ·
details on Code of Conduct ·
record of declarations of interest The Chair took the opportunity to thank JH for her hard work
and excellent report and other members echoed those sentiments. The following points were raised during the ensuing debate – ·
as a member of Rhyl Town Council (RTC), Councillor
Barry Mellor reported that grant funding had enabled the Rhyl website to be
rebuilt and due to its infancy was
expected to be of high standard. ·
the Chair was in favour for the report to be
forwarded to the Community Engagement Manager for circulation to City/ Town/
Community Councils at upcoming cluster meetings. (GW to action) ·
Councillor Barry Mellor made reference to many
City/Town/ Community Councils having had to fund the setup of websites as cuts
to funding had resulted in funds being applied to other provisions. ·
concerns that 4 Community Councils did not have
a website, twice the amount from the previous report . The Committee acknowledged that whilst some of the report recommendations would take time and require additional funds, others involved good practice and did not require additional resources. It was also ... view the full minutes text for item 5. |
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PREPARATION OF CHAIR'S ANNUAL REPORT TO FULL COUNCIL PDF 76 KB To consider a report by the deputy Monitoring Officer (Copy enclosed) presenting the Chair’s Annual Report for consideration prior to submission to full Council.
Additional documents: Minutes: The Monitoring Officer gave the apologies of the Deputy
Monitoring Officer and introduced the report submitted to Members (previously
circulated) presenting the Chairs Annual Report 2016 for consideration prior to
submission to full council. The Chair thanked both the Monitoring Officer for presenting
the report and the Deputy Monitoring Officer for her hard work in preparing the
report. During debate the following amendment was agreed –
The Chair opened the debate asking members if they felt any
further issues or points should be covered when discussed with full
Council. The Standards Committee wanted
Councillors to be aware of the work the Standards Committee complete along with
the work and pressures the City/ Town and Community Councils face. The Monitoring Officer agreed to pass on amendments and comments
to the Deputy Monitoring Officer to prepare the amended draft for approval by
the Chair prior to submission to full Council. (GE & LJ to action) RESOLVED that, subject to
the above, members note the report and recommend its presentation by the Chair
to the full Council. |
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PUBLIC SERVICES OMBUDSMAN FOR WALES - CODE OF CONDUCT CASEBOOK PDF 85 KB To consider a report by the Monitoring Officer (copy enclosed) informing members of the most recent edition of the Ombudsman’s Code of Conduct Casebook. Additional documents: Minutes: The Monitoring Officer (MO) submitted a report (previously
circulated) informing members of the most recent editions of the Ombudsman’s
Code of Conduct Casebook covering the period October 2016 to December 2016. Details of the complaints investigated during this period
had been outlined in the report and were summarised by the MO. The Chair raised a question regarding record keeping of
complaints which did not require further action. The MO explained to the
Standards Committee that if a complaint was
investigated, the ombudsman’s office would investigate all aspects of the complaint. In
cases of no further action being taken there would be no public record as such
but the Ombudsman’s office would retain a case file for a period. RESOLVED that, the
Standards Committee note the information contained within the Code of Conduct
Casebook. |
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TRAINING - WELSH LOCAL GOVERNMENT ASSOCIATION INDUCTION MATERIALS PDF 47 KB To consider a report by the Monitoring Officer
(copy enclosed) informing members of the induction materials that have been
produced by the Welsh Local Government Association (WLGA) for training new and
returning members after the Local Government Elections in May 2017. Additional documents:
Minutes: The Monitoring Officer (MO) presented the report (previously
circulated) to inform the committee of the creation of the induction materials
produced by the Welsh Local Government Association (WLGA). The MO explained to
members that in previous years the council had adopted its own training pack.
The WLGA has compiled a training pack to provide a common set of resources that
can be adopted throughout Wales and encourage a common understanding of the
requirements of the Code of Conduct amongst elected members. The MO stated that both he and the Deputy Monitoring Officer
were pleased with the training pack provided by WLGA. The training pack along
with training notes had been produced bilingually to aid effective training.
The MO explained that the training pack had been designed to aid in the
training of both County Councillors and Community Councillors. The MO informed
members an e-learning has also been produced to accompany the training package. The MO stated that the training package provided by WLGA
provides a coherent delivery of training and gives members a variety of options
to access training materials. Councillor Barry Mellor commended previous training provided
by the County as being of a high standard, Both Councillor David Jones and
independent member Anne Mellor praised the new training pack as being concise
and transparent. Independent member Julia Hughes asked if the members of the
Standards Committee could be made aware of training dates so they too could
attend and benefit from the new training model (GW to action). The Chair praised both the Monitoring Officer and Deputy
Monitoring Officer for their work on previous training sessions provided to
members. He believed that Clerks would benefit from training sessions or having
the additional resources for training. The MO emphasised the variety of
training delivery methods would benefit a greater number of individuals. The MO
asked the committee if they felt it would be beneficial to schedule ‘train the
trainer’ sessions with Clerks to aid in the training in City/ Town/ Community
Council meetings. The Standards committee agreed this would be a constructive
method of training members. (GW to
action). RESOLVED that, the Standards Committee note the report and recommend its provision in the training of the new and returning County Council and City/ Town and Community Councils. |
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LOCAL RESOLUTION PROCESS FOR CITY/TOWN/COMMUNITY COUNCILS To receive a verbal report by the Monitoring Officer Minutes: The Monitoring Officer (MO) provided a verbal report on the
Local Resolution process for City/ Town/ Community Councils. The MO explained
that at present when City/ Town/ Community Councils received a complaint, the
Clerk has responsibility with the aid of the Council Chair to achieve an
amicable resolution. The MO emphasised the responsibility and pressure placed
on Clerk’s to resolve complaints on top of the regular duties upheld. The process adopted at County for complaints would be for an
invited independent member of Standards Committee to aid in resolving the
complaint. The MO asked the Standards Committee whether they agreed to
Independent Standards Committee members being invited to meetings at City/
Town/ Community Councils in order to assist the Clerk in resolving complaints.
The Independent Members agreed that this would be beneficial to Clerks. RESOLVED that, the
Standards Committee receive the verbal report on Local Resolution process and
it be noted. |
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REVIEW OF THE COUNCIL'S SELF-REGULATORY PROTOCOL To receive a verbal report by the Monitoring Officer.
Minutes: The Monitoring Officer (MO) provided a verbal report on the
Council’s Self-Regulatory Protocol. The MO explained to Standards Committee
members that the County Self-Regulatory Protocol had been reviewed and compared
to other Protocols and the procedures are very similar. The MO stated that the
procedures the County currently adopt worked well. It was highlighted that any
complaints from members of the public had to be passed to the Ombudsman. The MO proposed that in the first instance, he or the DMO
seek to resolve matters informally and that the involvement of Standards
Committee members be kept for those cases that could not be resolved at that
stage. The Standards Committee discussed City/ Town/ Community Council Clerks
working to aid each other when investigating complaints in their own
authorities. The MO agreed to draft a document to circulate to cluster groups
to explore options for aiding one another, providing a mediator in difficult
situations. Councillor Meirick Lloyd Davies commended this recommendation
stating within small Community Councils individuals are known well by most and
investigating complaints would be challenging (GW to action). RESOLVED that, the
Standards Committee receive the verbal report on Self- Regulatory Protocol and
it be noted. |
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WHITE PAPER- REFORMING LOCAL GOVERNMENT RESILIENT AND RENEWED To receive a verbal report by the Monitoring Officer. Minutes: The Monitoring Officer (MO) provided a verbal
report informing members of the provisions of the White Paper “Reforming Local
Government: Resilient and Renewed”. The MO provided a
general overview pf the main provisions of the paper. He elaborated on
provisions within the Draft Bill which included the following – ·
Regional
working- the removal of compulsory mergers with mandatory regional working put
forward. The MO explained that the test for regional working would depend on
there being a positive impact observed regionally and not necessarily a
positive impact in each authority area. ·
Sharing
back office services- proposals for back office shared service including Welsh
Language, Internal Audit and Council Tax collection. Tests for regionalisation-
the MO explained the extensive list of questions to be asked in relation to
regionalisation. ·
Governance
and accountability- proposing a common rule book to be followed by all. The MO
explained that there would be more detail to follow regarding governance and
accountability including details of funding arrangements for Joint Governance
Committees. ·
Elections
and voting- the MO explained to the Standards Committee that this element of
the Bill was vague with further details to be provided at a later date. ·
Role of
Councillors and the proposals that would impact Standards Committee- the MO
expanded on the role of Councillors and their responsibilities. The MO
explained some of the requirements the Standards Committee would face such as
providing advice and training to members on new duties and to produce an annual
report on the Standards Committee activities which the Committee already
produces. The verbal presentation gave the Standards
Committee an overview of some of the proposed changes and how they would impact
the Standards Committee along with the Authority. The MO informed members that feedback is
expected from Local Authorities in relation to the Bill in April, with
amendments and feedback to be proposed to the Welsh Assembly later in the year.
An update report would be provided to Standards Committee later in the
year. The Chair thanked the MO for his hard work and
commended him for simplifying a complex subject. The Chair noted the potential
changes to Standards Committee and stated it would be interesting to see the
outcome. RESOLVED
that, the Standards Committee receive the verbal report on White Paper-
Reforming Local Government Resilient and Renewed and it be noted. |
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ATTENDANCE AT MEETINGS To note the attendance by members of the Standards Committee at County, Town and Community Council and to receive their reports. Minutes: Independent member Anne Mellor, confirmed she had attended
St Asaph Community Council meeting held on 6 January 2017. The Monitoring
Officer noted the attendance and confirmed to update the attendance report to
reflect this (GW to action). The Monitoring Officer confirmed and circulated a compiled
list of City/ Town/ Community Councils which had been visited in the last three
years. The independent members Julia Hughes and Anne Mellor with the Chair Ian
Trigger reviewed the list and determined meetings they felt were owed a
meeting. The Committee members requested an email, as had been
previously circulated be distributed to City/ Town/ Community Councils
informing members that Standards Committee members may attend meetings (GW to action). |
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STANDARDS COMMITTEE FORWARD WORK PROGRAMME PDF 13 KB To consider the Standards Committee Forward Work Programme (copy attached). Minutes: The Standards Committee Forward Work Programme was presented
for consideration and members agreed the following additions:-
RESOLVED that, subject to
the above amendments, the Standards Committee’s Forward Work Programme be
agreed. |
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DATE OF NEXT MEETING The next meeting of the Standards Committee is scheduled for 10.00 a.m. on Friday, 30 June 2017 in Conference Room 1a, County Hall, Ruthin. Minutes: Members noted the Standards Committee’s next meeting had
been scheduled for 10.00 a.m. on Friday 30 June 2017 in Conference Room 1a,
County Hall, Ruthin. |
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EXCLUSION OF PRESS AND PUBLIC RESOLVED that under Section 100A of the Local Government Act 1972, the Press and Public be excluded from the meeting for the following item of business on the grounds that it would involve the likely disclosure of exempt information as defined in Paragraphs 12 and 13 of Part 4 of Schedule 12A of the Act. |
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CODE OF CONDUCT - PART 3 LOCAL GOVERNMENT ACT 2000 To consider a confidential report by the Monitoring Officer (copy
enclosed) providing an overview of complaints against members lodged with the Public
Services Ombudsman for Minutes: The Monitoring Officer (MO) presented the confidential
report (previously circulated) to provide Members with an overview of complaints
lodged with the Public Services Ombudsman for Wales (PSOW) since 1 April 2014. The Standards Committee had previously requested to be regularly informed
of the level of complaints lodged with the PSOW. The tables in Appendix 1 provided an overview
of complaints lodged since the 1st April, 2014. 13 cases had not been pursued, 2 cases had been
discontinued, 5 cases not investigated and 1 case with no action taken. The MO provided an update on the one on-going
complaint, explaining to the committee that this particular case had been
discussed at previous meetings. The MO also provided some context and
explanation of the background to the complaint and why no action was
taken. RESOLVED –that the Standards Committee
receive and note the contents of the report. The Chair thanked all members for their attendance and contributions in
particular Julia Hughes for her hard work. The chair also paid thanks to the
Monitoring Officer for his guidance. The chair paid thanks to Councilor David Jones, who informed the
committee this was his last meeting. The chair wished Councilor Jones the best
for the future and thanked him for his work and support to the Standards
Committee. He showed gratitude for his pleasant manner, loyalty and
contributions to all Committee meetings. The Monitoring Officer echoed the thanks to Councilor Jones for his
work and contributions to the Standards Committee and also thanked Councilor
Meirick Lloyd Davies and Barry Mellor for their contributions and support. |
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The meeting concluded at 13.00 p.m. |